---
title: "Associate Facilities Coordinator (R5534)"
company: "Shield AI"
company_url: "https://www.remjobs.works/companies/shield-ai"
url: "https://www.remjobs.works/job/shield-ai-associate-facilities-coordinator-r5534-b8a8a448-0760-4fab-a8f3-5916512ece4c"
apply_url: "https://jobs.lever.co/shieldai/ce904fcd-f35e-4f69-8544-26178c18e956"
workplace: onsite
location: "Kyiv"
employment_type: internship
seniority: entry
role: operations
region: other
date_posted: 2026-08-20T19:29:28.853Z
first_seen_by_remjobs: 2026-09-15T15:14:55.235Z
---

# Associate Facilities Coordinator (R5534)

**Shield AI** · Kyiv

Apply: https://jobs.lever.co/shieldai/ce904fcd-f35e-4f69-8544-26178c18e956

## About the role

Shield AI is a venture-backed defense-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include Hivemind autonomy software, V-BAT and X-BAT aircraft, and Aechelon simulation and synthetic reality technologies. With offices and facilities across the U.S., Europe, the Middle East, and Asia-Pacific, Shield AI’s technology actively supports operations worldwide. For more information, visit [www.shield.ai](https://shield.ai/). Follow Shield AI on [LinkedIn](https://www.linkedin.com/company/shield-ai), [X](https://x.com/shieldaitech), [Instagram](https://www.instagram.com/shield_ai), and [YouTube](https://www.youtube.com/@Shield_AI).

##### Job Description:

The Front Desk / Facilities Coordinator serves as the first point of contact for visitors, clients, and employees, creating a professional and welcoming experience. This role is responsible for managing front desk operations, coordinating office activities, supporting day-to-day administrative and facilities needs, and ensuring the smooth operation of the Kyiv office.

##### What you'll do:

- Greet and assist visitors, ensuring a positive and professional first impression.

- Manage emails and general inquiries, routing them as appropriate.

- Coordinate visitor access, badging, and check-in processes.

- Maintain front desk organization, cleanliness, and readiness at all times.

- Schedule meetings and manage conference room bookings.

- Support office operations, including mail distribution, deliveries, and office supply inventory.

- Coordinate with vendors and service providers as needed.

- Manage relationships with office service providers, including cleaning, maintenance, internet, utilities, and other workplace services.

- Assist with planning and execution of office events, meetings, executive visits, and team activities.

- Partner with Facilities, IT, Security, and Workplace teams to support daily office operations.

- Maintain accurate records and handle sensitive information with discretion.

- Ensure office equipment, including printers, scanners, conference room equipment, and other office devices, is properly maintained and fully operational.

- Coordinate maintenance and repairs of office equipment with vendors when required.

- Oversee office cleaning services and ensure the workplace is maintained to the highest standards.

- Procure office supplies, kitchen supplies, consumables, furniture, and other materials required for daily office operations.

- Maintain inventory and accountability of office equipment, company assets, and workplace supplies.

- Support onboarding and offboarding activities by coordinating workspace readiness, badges, equipment, and office access.

- Provide administrative and logistical support for corporate events, executive visits, customer meetings, and company activities.

##### Required qualifications:

- High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).

- 1–3 years of experience in a front desk, receptionist, administrative, office coordination, facilities, or customer-facing role.

- Upper-Intermediate (B2) or higher English proficiency (written and spoken).

- Strong verbal and written communication skills.

- Proficiency in Microsoft Office (Outlook, Word, Excel) and/or Google Workspace.

- Experience managing phones, calendars, and visitor coordination.

- Ability to multitask and prioritize in a fast-paced environment.

- Strong organizational skills and attention to detail.

- Professional demeanor with a customer-service mindset.

- Reliable, punctual, and able to handle sensitive and confidential information.

- Ability to work independently, take ownership, and proactively solve day-to-day office issues.

##### Preferred qualifications:

- Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field.

- Experience in a corporate or high-growth blended manufacturing/office environment.

- Experience supporting facilities, office operations, or workplace services.

- Basic knowledge of access control systems and office security protocols.

- Proficiency with scheduling tools (e.g., Outlook calendars and conference room booking systems).

- Experience coordinating vendors, deliveries, and events.

- Experience supporting meetings, trainings, executive visits, and corporate events.

- Experience managing office inventory and workplace assets.

- Strong problem-solving skills with the ability to work independently.

- Experience handling confidential or sensitive information in a professional environment. 
#LI-SL1
#LB
 
Our international teammates receive a comprehensive total rewards package aligned to your country office location. For full details on compensation and benefits, please consult your talent acquisition partner.

---

Source: Shield AI's own career page, read by RemJobs. Canonical HTML version: https://www.remjobs.works/job/shield-ai-associate-facilities-coordinator-r5534-b8a8a448-0760-4fab-a8f3-5916512ece4c